ECO Guidelines on EWA - Cept

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1





E
C
O GUIDELINES


on


ELECTRONIC WORKING
ARRANGEMENTS

(EW
A
)





















European
Communications Office


November

2011

(under revision)


2

Table of Contents






I
ntroduction

CEPT p
ortal

E
C
C

Documentation Database

ECC Work Programme Database

ECO Forum

ECO Guidelines on GoToMeetin
g (web
-
meetings)

EC
O e
-
mail
r
eflector

ECO recommended scheduling tool

CEPT
m
essaging

s
ystem

ECO c
onference
c
all

system

IT
-
s
upport

Glossary

3

Introduction


There is a general agreement within the ECC that the efficiency of the ECC w
orking process can be
increased by making use of the available electronic means.


These guidelines have been developed

by the European Communications Office (the Office, ECO)

in
support of the Electronic Communications Committee (ECC) decision making proce
ss via electronic
working
arrangements

(EW
A
)
.


General framework for using EW
A

in the ECC working process is presented on the ECC website under
the “ECC” menu work item (see
below
).





The guidelines contain a basic description of the available electr
onic means and some practical
information on their application. More detailed information for users on the functionality of the available
EW
A

can be either obtained via the “User Guide” link within the relevant
EW
A

or, in case of
instructions to the ECC gr
oups’ chairmen, on request from ECO.


Under the guidance of
the
ECC,
t
he Office is responsible for the maintenance of these
G
uidelines.


4

CEPT p
ortal


A new CEPT portal comprised of the five new CEPT family websites (CEPT, ECC, ECO, CERP and
Com
-
ITU) was la
unched by ECO in April 2011 as a replacement
of

the previously used ECO
(
www.ero.dk
) and CEPT websites.

The following new websites’ direct URLs can be noted by the users:

CEPT website:

www.cept.org

ECC website:


www.cept.org/ecc

ECO website:


www.cept.org/eco

CERP website:

www.cept.org/cerp

COM
-
ITU website:

www.cept.org/com
-
itu




All websites have similar designs but they are developed around the major activities of the respective
organisations/groups, e.g. ECC website is ECC working process
-
centric, ECO website is ECO

services


centric etc.

The major difference from the old ECO website is the possibility to customize the new platform
according to one’s interests and levels of involvement in different strands of work within the ECC as
well as change of the
meeting
docu
ment access rights concept which in the new system is based on a
level of membership (the old system of group specific passwords has been phased out).


It is essential that the
new
ECO Meeting Document Server
is

now integrated into the new web
-
platform
an
d is no longer a separate application.

Old meeting documents placed on the former ECO Meeting
Document Server are still available on
www.ero.dk
.


Selected features for the new websites include:




personal user profile allo
wing filtering relevant ECC groups
and the information related to their
activities: e.g. forthcoming meetings, new documents, selected news etc.;



meeting document area and meeting calendar for a chosen ECC group;



updating the content of ECC groups’ webpag
es directly by the relevant chairmen;



scheduling meetings in the calendar and booking ECO facilities directly by the relevant
chairmen;


5



booking and managing registration to web
-
meetings;



harmonised layout and presentation of groups.


The following user cat
egories with different associated user rights have been introduced in the new
system:



ECO
-
staff member with access to all web
-
pages and functions;



chairman / secretary or a member of an ECC group with special rights (Head of delegation);



member of an ECC g
roup;



general public (not a member of an ECC group).


The concept of

personalised registration


is implemented in the new CEPT portal. This means that

one needs to create a personal profile in the system
(by clicking on “Register profile” link in the

Log
in


area)
to be able to become a “member of an ECC group” and to gain access to its protected
documents)
.

This
should be seen as addition to, and not a replacement of, the previously applied
principle of direct access to most parts of the site without regi
str
a
tion and log in. The presumption of
open access applied to the new CEPT family websites as with the previous ECO website.


The ECC groups’ membership authorisation system is based on the concept of each administration
having a ‘Head of delegation’ for

each
ECC group
, who, along with the relevant chairman, are
authorized to accept membership applications from other colleagues in his
/her administration thus
granting them access to the relevant protected documents. This system has
replaced the old sy
s
tem
of
document passwords for the minority of documents which are protected from public a
c
cess.

In general, many of the processes for participation in group activity remained unchanged compared to
the old ECO website, but the new websites’ design is intended t
o increase the options available for
managing these pro
c
esses, and to simplify some of them.


The new
ECC website

contains all basic information about the ECC and its groups, such as their
Terms of Reference, meetin
g documents, meeting calendar, contact details of the appointed officials
as well as brief coverage of the ongoing work.


The
“P
ublic
C
onsultation


area on the new ECC website (menu item “Tools and Services”


Public
Consultations) shows the list of active

consultations of draft ECC deliverables which includes the
deadline for comments and the ECO contact to whom the comments should be sent.



6

The new
ECO website

mainly serves as a gateway to the ECO services, namely

all major databases
and other information systems related to the ECC activities and maintained by ECO (e.g. EFIS (ECO
Frequency Information System), SEAMCAT (Spectrum Engineering Advanced Monte Carlo Analysis
Tool), ECO Documentation Database, ECO Forum e
tc).





The CEPT portal also provides
important
national information related to regulation of
telecommunications in CEPT countries, including links to national frequency allocation tables, CEPT
Members’ websites and national contacts, national conformity

assessment bodies and much more.


User guide for regular users of CEPT portal is available under “General Links” at the bottom of all web
-
pages of the CEPT portal. A separate user guide for the

ECC groups’ chairmen/secretaries for using
relevant for them
functions of the new websites
is

available on request from ECO
.


The general maintenance of the CEPT portal is the responsibility of the Office. Any queries related to
its use should be addressed to
eco
@eco.cept.org
.


7

EC
O

Documentation Database


The
EC
O

D
ocumentation
D
atabase

(ECODOCDB)

(
www.ecodocdb.dk
)

is a
library of Decisions,
Recommendations and Reports in the field of spectrum regulation approved by the ECC. It

can also b
e
accessed through
the
ECC

and ECO

website
s

(under the “Deliverables” menu item)
.




EC
O
DOCDB

contain
s

all ECTRA/ERC/ECC deliverables developed since 1992

as well as provides
i
nformation

on the
ir

national
i
mplementation

which is

regularly
updated for all

CEPT
m
embers
responding to the
regular circular letters
sent out by the Office.


Since July 2005
ECC DOCDB
also contains CEPT Reports developed by the ECC in response to the
mandates issued to the CEPT by the European Commission

(EC)
.


The
EC
O

D
ocumentat
ion
D
atabase constitutes a centralized storage of the ECC legal instruments,
many of which (Decisions) are referenced in the national telecommunication legislations, while others
(Recommendations, Reports) are used in the activities aimed at ensuring elect
romagnetic compatibility
both at national (e.g. technical part of spectrum user rights in operators’ licences) and international
(e.g. cross
-
border coordination) level
s

in CEPT countries.


E
C
O
DOCDB has also shown itself to be an important source of inform
ation for the industry
, including
its part showing national implementation status for ECC Decisions and Recommendations which can
be implemented by CEPT members in the national legislation on a voluntary basis.



8

In December 2007 the
EC
O

documentation datab
ase was converted from an ftp
-
based system with a
folder structure to a
n SQL
-
server based

database with advanced web interface. The new engine of this
database made it possible to implement extended search functions.


In the current version of the E
C
O
DOCDB

all related ECC documents referenced in a particular
deliverable can be retrieved by clicking on the “Related documents” button associated with this
deliverable.
Other
relevant ECC documents not directly referenced in the text of a particular deliverable
can be added by the Office to the respective list of related documents upon request by the ECC entity
dealing with the subject of this deliverable. This new functionality is intended, among other purposes,
to help ECC entities in their work related to the
development of new or the revi
ew

of existing ECC
deliverables to identify more easily those deliverables/issues which might be affected by the
development/
amendment
of a new/existing ECC deliverable.


Previous versions of the amended ECC Decisions and Reco
mmendations, accompanied by their
implementation status in CEPT on the date of amendment, are available in the EC
O
DOCDB since May
2011.


Relevant EC Decisions to those of the ECC (as well as other EC deliverables) are also provided in the
EC
O
DOCDB for info
rmation. All radio spectrum related EC deliverables approved by the
EC
, relevant
equipment technical standards produced by
ETSI

and technical guidance notes developed by
R&TTE
CA

can be downloaded from their respective websites
.


In
June 2009 E
C
O
DOCDB
was

complemented with the ‘View

map’ function which allows
seeing

the
information

on the

national
implementation of

all ECC Decisions and Recommendations on the
electronic map of Europe.


The general maintenance of the
EC
O

D
ocumentation
D
atabase is the responsibility of the Office. Any
queries related to its use should be addressed to
eco
@eco.cept.org
.


9

ECC Work Programme Database


ECC Work Programme Database (
ECC
WPDB)
(
http://apps.ero.dk/eccwp
)
is a stan
d
-
alone information
system
which is available through the ECC
and ECO
website
s

(under
the
“Tools and Services” menu
item).




ECC WPDB is a
n electronic

tool where individual work programmes of all ECC groups can be
overviewed in one place.




I
ndividual
work programme

of
each
ECC group ha
s

a number of Work Items (WI) specific to the
groups’ Terms of Reference. Each WI has a predefined set of elements and can be edited by the
authorised persons (chairmen of ECC groups and ECO officers). Work items of a low
er level group are
subject to approval by its parent group.


10


The presentation functionalities of the database include filtering by ECC group and grouping work
items within a selected group based on user
-
defined multiple choice of WI’s elements.


This datab
ase is designed to allow frequent update of the individual work programmes of ECC groups
so that the database could be maintained up
-
to
-
date. It should be noted though that ECC groups also
maintain the MS Word versions of their actual work programmes which

are used internally within the
groups for approving changes to work items shown in revision marks (ECC WPD
B

does not have this
functionality).


It is also possible to save the work programme of a selected ECC group in the MS Excel format by
using “Export
to Excel” button on the WPDB’s front page.


All finalized work items are stored in the system unless decided otherwise by the responsible ECC
group.


“User Guide for ECC WPDB” containing instructions to the chairmen of ECC entities on updating work
program
mes of their respective groups will be provided by ECO on request.


The general maintenance of the ECC Work Programme Database is the responsibility of the Office.
Any queries related to its use should be addressed to
eco
@eco.cept.org
.


11

ECO Forum


The ECO Forum (
http://forum.ero.dk
)
is a stand
-
alone electronic tool which is available through the
ECC and ECO websites (under the “Tools and Services” menu item).




ECO Forum
was cr
eated by the Office in January 2007 as a supplementary electronic tool to support
correspondence activities of the ECC entities. In October 2009 the Office introduced a new version of
the ECO Forum, with support of attachments. All posts from the old ECO F
orum as well as active
users were transferred to the new ECO Forum.
Since then ECO Forum has become

the main working
method for a number of ECC groups.


The ECO Forum has all standard features of ordinary Internet forums, i.e. discussion is divided into
to
pics, for each topic a moderator is appointed, registration is required to participate in discussions etc.
Additionally, access to any area on the ECO Forum can be restricted if required.


A dedicated area (sub
-
forum) on the ECO Forum can be created by the

Office for any ECC entity upon
request by its chairman. A moderator is appointed for eachsub
-
forum.


ECO Forum appears to be a suitable tool for correspondence activities for a wide range of tasks and
can be seen as a replacement to traditional e
-
mail cor
respondence.ECO Forum members can upload
documents and images as well as insert hyperlinks to accompany their posts. They can also exchange
personal messages through the embedded Private Messenger in a way similar
to e
-
mail.


Another possible application
of this tool may be brainstorming, when a decision must be made within a
limited time and views of all participants need to be viewed and analyzed together.


ECC entities which have regular physical meetings can also benefit from using the ECO Forum as a
m
eans of correspondence activities between the meetings.


In addition, chairmen of ECC entities may consider using the embedded in the ECO Forum function of
making polls for consulting their groups on different options, for example possible meeting dates (s
ee
also section
ECO recommended scheduling tool
)
.




12

The following advantages and limitations of the ECO Forum can be pointed out:


Advantages:



discussions can be well
-
structured;



the history of a discussion is alway
s available;



new entrants can easily join the discussion;



notifications of new postings in the chosen sub
-
forums are supported


Limitations:



if not coordinated, a discussion could be divided into two parts: e
-
mail and Forum.


“User Guide for ECO Forum” con
taining basic instructions needed to start using this tool is available
through

the
F
orum’s main menu.




The
general maintenance of the ECO Forum is the responsibility of the Office. Any queries related to
its use should be addressed to
eco
@eco.cept.org
.


13

ECO Guidelines on GoToMeeting

(web
-
meetings)


The GoToMeeting platform (
www.gotomeeting.com
) was proposed by the Office and endorsed by the
ECC as a software platform fo
r a two
-
year trial period within the ECC (2010
-
2011) of virtual
participation EWM.





ECO Guidelines on the use of GoToMeeting platform
” is available in a separate document
.


14

ECO e
-
mail r
eflector


The
ECO

e
-
mail reflector is an electronic tool facilitating correspondence activities
, in particular those
involving a large number of participants, by circulating e
-
mails sent by any member of a group via the
reflector to all othe
r members of that group.


The
ECO

e
-
mail reflector provides an advanced functionality for managing
correspndence

lists of the
groups as well as an efficient way to
keep spammers out. Correspondence is checked by
a number of

different anti
-
virus programs. T
his ensures a high level of correspondence security
, however

the Office
cannot be responsible for the content of the e
-
mails distributed or for any
damage

arising from

e
-
mails
sent through the
ECO

e
-
mail reflector.


New
correspondence
lists can be created
by the Office for ECC entities upon request
from

their
c
hairmen (or persons appointed to co
-
ordinate correspondence activities)

directed to the responsible
ECO expert
.
For each correspondence list a manager is designated by

the Office
who is

empowered to
a
dd and remove members to/from
the
corresponding lists.

Interested persons can subscribe to any
existing correspondence
list of interest themselves but the subscription has to be approved by the
m
anager

of this list
.


With the following basic set of command
s (taking the mailing list of
ECC PT1

as an example)
the

correspondence
list manager has a
n efficient way to always keep the list

of members

up
-
to
-
date:



to add a new member to the mailing list send an e
-
mail with the text "Subscribe
ECC
-
PT1 <
e
-
mail
>
" (with
out quotes) to

listserv@list.cept.org
, where
<
e
-
mai
l
>

is the e
-
mail of the new member;



to remove an existing member from the mailing list send an e
-
mail with the text "Unsubscribe
ECC
-
PT1 <
e
-
mail
>
" (without qu
otes) to
listserv@list.cept.org
, where
<
e
-
mail
>

is the e
-
mail of the
existing member;



to retrieve the members of the
existing correspondence
list send an e
-
mail with the text "Members
ECC
-
PT1
" (without quotes
) to

listserv@list.cept.org
;




to send an e
-
mail to all the members of the
ECC
-
PT1correspondence

list send it to
ECC
-
PT1@list.cept.org

and it will be forwarded, inc
luding attachments, to all the members of that list by
the
ECO

e
-
mail reflector;



to receive more commands send an e
-
mail with “Help” (without quotes) to
listserv@list.cept.org
.


All interested in the correspon
dence activities
persons
can, subject to the consent of the
correspondence
list manager, subscribe to the corresponding mailing lists themselves by means of the
following commands (taking the mailing list of
ECC PT1

as an example):



to subscribe a new e
-
mai
l address to a mailing list send an e
-
mail from that e
-
mail address with the
text "Subscribe
ECC
-
PT1
" (without quotes) to

listserv@list.cept.org
;




to unsubscribe an existing e
-
mail address from a mailing list

send an e
-
mail from that e
-
mail
address with the text "Unsubscribe
ECC
-
PT1
" (without quotes) to
listserv@list.cept.org
.


Another possibility to (un)subscribe to the
correspondence
list of an ECC
group
is
to u
se the
appropriate link on th
is group’s

webpage on the
EC
C

website.

In this case, similar to the self
-
subscription procedure described above, the correspondence
list

manager has to approve the
membership of the new applicant

by means of replying to an auto
matically generated e
-
mail showing
the applicant’s request
.



15

Once subscribed, a person can send e
-
mails
to the whole correspondence group by sending them
to
the relevant
correspondence
list from his/her e
-
mail which was used for
the
subscription.


The gene
ral maintenance of the
ECO

e
-
mail reflector is the responsibility of the Office. Any queries
related to its use should be addressed to
eco
@eco.cept.org
.


16

ECO recommended scheduling tool


There is often a need to fin
d a suitable date for a meeting or a web
-
meeting of an ECC group. It is also
often needed to seek views of members of some group on the user
-
defined options (e.g. regulatory
options).


To make this kind of exercise more efficient ECO recommends using a sc
heduling tool called Doodle
(
www.doodle.com
). This tool allows creating polls with different options, primarily dates and times of
meetings, and inviting participants in a few clicks to choose suitable for them option
s while it’s free of
charge and does not require registration.


A free account can be however created for regular Doodle users. This facilitates the management of
the polls created by a regular user.


Once the deadline for a poll is reached or all invited
participants have made their choices, the poll
creator receives an automatic notification e
-
mail from the system. Alternatively, a Doodle poll can be
connected with the Outlook calendar and the Outlook’s system of reminders can be used then.


It’s easy to
choose a suitable date and time for a meeting based on a completed Doodle poll since the
availability of all key participants can be seen at the same time, as in example below:




An overview of

features and services

available in Doodle can be seen
here
.


Doodle is a Swiss company and has operated the online scheduling service on Doodle.com since
2007. ECO cannot be responsible for any undesired consequences from using the Doodle tool as
described
above and recommends it based purely on its subjective evaluation of the suitability of this
tool for the ECC needs.


17

CEPT
messaging system


This facility is
a
n electronic tool
(
http://ecosms.cept.org
)
maintained by E
CO which can be used

to
keep interested parties constantly informed via SMS and/or e
-
mail about ongoing developments,
for
example

coordination meetings or
issue

of
new
documents, in the course of meetings attended by a
large number of delegates
, such as CP
Ms and WRCs
.






A built
-
in chat system allows registered members to exchange views on pre
-
defined subjects, e.g.
A
genda
I
tems of WRCs.
It can also be used to alert participants
not present in the meeting room
of the
start of discussion on a particular a
genda item.


The system can be set up by ECO
to support the work of CEPT or its entities upon request.


No software installation is necessary for use of this system. Registration requires though a registration
key which is country/organisation specific and

can be given by respective heads of delegations.


Once
logged in
, members can subscribe through the system’s menu to the groups of their interest (e.g.
CEPT groups on A
genda
I
tems

of WRCs) and be a
lerted via SMS/e
-
mail by the group coordinators
(e.g. CEPT

coordinators f
or

Agenda Items of
WRCs). They can also join discussions
within

the groups
they are subscribed to

by means of the chat system
.



18




Group coordinators can use t
he system
for sending circular messages to their group members and
booking availa
ble meeting rooms for
coordination
meeti
ngs of their respective groups.


A built
-
in printing function facilitates printing documents by registered members on the dedicated CEPT
printers.


19

ECO conference call system


The
ECO

can set up and host
telephone
co
nferences.


The conference manager
who shall be one of the ECO
staff members

notifies participants of the date
and time of the
telephone
conference and provides them with the necessary telephone number and the
code to connect to the conference.


If a meeti
ng participant loses the connection during the meeting, he
/
she can connect again using the
same telephone number and code.



20

Glossary



CEPT:

European Conference of Postal and Telecommunications Administrations

CPM

Conference Preparatory Meeting

EC:



Euro
pean Commission

ECA:



European Common Allocations

(ECA Table)

ECC:



Electronic Communications Committee

ECC List A:


ECC members

ECC list B:


ECC Plenary distribution list

ECO:



European Communications Office
, the Office

ECTRA:


European Committee for T
elecommunications Regulatory Affairs

EFIS:



E
C
O

Frequency Information System

ERC:



European Radiocommunications Committee

EU:



European Union

EWA:



Electronic Working Arrangements


EWM:



Electronic Working Methods

FAQ:



Frequently Asked Questions

ITU
-
T:



ITU Telecommunication Standardization Sector

RoP:



ECC Rules of Procedure

RRC:



Regional Radio
communication

Conference

SEAMCAT:


Spectrum Engineering Advanced Monte Carlo Analysis Tool

WRC:



World Radio
communication

Conference

WTSA



World Telecom
munication Standardization Assembly